Minutes of April 11, 2001 =20
Present: P. Bertrang (for D. Rez), M. Cochran (recorder), B. Edinger, B.
Glendenning, M. McDonald, S. Mendoza, M.Rancer (chair), P. Payne, K.
Starkweather, R. Wilson, E. Woods, F. Yasaki
Absent: G Akbar, C. Hoffman=20
1. Announcements=20
Elise announced that the contract for Kronos, the new automated
timekeeping system was signed March 30 and the software and hardware is
being installed on the central servers. Dave Rez, Betty Mew and Elise
will attend a pre-implementation workshop to find out how the system
works and how to get departments ready is scheduled for May 7 & 8. Kronos
is expected to go live on September 1. A meeting will be scheduled for
library timecard supervisors to plan the Library's implementation of the
system soon after the pre-implementation workshop. Campuswide training
for timecard supervisors will take place in mid-August; twelve sessions
are planned and staff will be asked to sign up to attend. The Library
ordered six new timeclocks for locations where 30 or more students
clock-in: Doe, Bancroft, Technical Services, Main Circulation, Moffitt,
and Interlibrary Services. Students in Subject Specialty libraries and
other low traffic locations will clock in via the web. Elise will be
contacting the timecard supervisors to set up regular meetings for
implementation and work process redesign. Timecard supervisors will play
a major role in setting up the optimum functionality of this system.
Active participation will be key to making this a successful new system
and eliminate the paper processing of timecards. =20
An offer was made for the LBO Buyer position, but the candidate declined.
Reference checks will be made on other applicants in the pool.=20
Assistant Vice Chancellor of Human Resources, Sandra Haire, resigned
effective the end of June, 2001.=20
1. Monthly financial reporting- E. Woods=20
Mike and Elise will conduct a demo of basic features of the new financial
reporting system, BAIRS II, at Round Table on April 12. Each person will
have to get a user ID and password to logon to the Berkeley Reporting
Portal to access the reports. People should send an email to Elise Woods
to request a user ID. Once set up and trained in the basic system,
persons interested in advanced training will be directed to campus
training sessions. BAIRS II will allow managers and other authorized
users to obtain various types of financial reports.=20
2. Xerox- M. Rancer=20
Xerox is still undergoing SEC investigations. The company has indicated
that they would like to continue the Berkeley contract. It was recently
discovered that some bill changer locations were not equipped to change
$5 bills. One possible reason is that eight bill changers across campus
were never converted to handle the new style $5 bills. As a follow-up to
the printer station evaluation process, eight printers with low-volume
counts (less than 350 copies per month, most under 100 copies) will be
turned over to the Library. The printers will remain in their present
locations, connected to the network. The Library will buy them from
Xerox, convert them to free-printing sites, and be responsible for the
maintenance.=20
3. Using the Pro-card for book purchases- R. Wilson=20
Randy shared his experience in buying a book with a Procard that involved
a lot of people and time to process. He suggested that a less complicated
procedure be put into place. A brief discussion ensued regarding the
best way to use the card including making the purchase through Technical
Services using their card.=20
4. LHRD Director's job description- M. Rancer=20
The LHRD job will be submitted for classification. The Library is
requesting a classification of MSP II or III in order to make the job
competitive nationally and to enhance the chances of a good pool of
applicants. The job description was sent to Cabinet members and the
Cabinet Subcommittee on Organizational Development. Mike will e-mail
copies of the job description to ASC.=20
5. Campus Policies, Temporary Employment Program- K. Starkweather=20
Kay shared her experiences in attending meetings regarding the
development of the TEP. There are a lot of details surrounding this new
initiative. Kay recommends that all Library managers and staff involved
in creating and structuring jobs attend the upcoming sessions for the
program. UC's timeline to implement the program is June 2001. What this
means for the Library is that there will no longer be casual employment
as previously used. Staff in this type of position will be referred to as
"limited employees" and may work 1000 hours only prior to becoming
career. TEP is evolving and policies are being developed.=20
6. D/M Key and Card Key responsibilities- F. Yasaki=20
Fred distributed meeting notes from a task force group that met to
discuss key and card key issues within the Doe/Moffitt Complex and "=85to
develop recommendations for responsibility, key issuance/return,
maintenance, security and campus coordination of this critical matter=85"
The group's report contains five recommendations: 1) LHRD would be the
primary point of contact for key needs of incoming and outgoing staff.
LHRD would take day-to-day control of key and card key issuance and
returns. 2) On an incremental basis, all locks and keys within D/M
should be converted to the Best key system. This would reduce the key
systems from three to one. 3) All staff work areas must be keyed to the
master key system. Currently, some units are off the master key and this
violates campus and UCPD policies and prevents emergency personnel
access. 4) Campus, UCPD and Library key policies must be consistent; and
5) A card key reader should be installed at the Moffitt entry to provide
access to authorized students and patrons when doors are locked. More
detailed explanations of each recommendation can be found in the report.
Fred will e-mail the alluser reflector to inform staff. The long-range
goal is to convert all external door locks to I.D. card access. However,
regular door locks may still be needed for a higher level of security.
These recommendations were reviewed and accepted for implementation. The
transfer of day to day key responsibilities to LHRD is underway.=20
7. Library Security and facility maintenance issues will be discussed at
the May meeting.=20
May 9 meeting recorder: B. Edinger=20
<color><param>0000,8080,0000</param>****************************************=
**********************
</color>Myrtis Cochran
Reference Librarian Phone: (510) 642-7600
Humanities and Area Studies Fax: (510) 643-0315
212 Doe Library E-mail: mcochran@library.berkeley.edu
University of California
Berkeley, CA 94720-6000